Employer Resources

Standard On-Campus Hiring Procedures

The following instructions will walk you through hiring a student for a department-funded position. These steps should be followed in the order listed. (FWS-funded positions should follow the FWS Employer Procedures).

1. If you do not have a position number for the account (org code) from which the student will be paid, contact your representative at Financial Planning & Analysis to have one created for you.
2. Complete the Student Employee Job Description.  Use the Student Wage and Classification Guidelines to select the correct classification and pay range. The job description will be submitted to HR after you select your candidate.
3. To help find a candidate, you may choose to post your position on Charger Path. Simply use your uah.edu email address to create an account if you do not already have one. Collect job applications from interested candidates.
4. Determine the potential hire’s academic eligibility. You can ask the student to provide you with a current transcript and class schedule, or you may email the student’s full name and A# to Charger Student Employment (chargerstudentemployment@uah.edu).
5. Verify active on-campus positions: Students are eligible to work up to three (3) concurrent positions on campus. Qualified students are limited to one Federal Work-Study (FWS) position. Maximum weekly hours vary by position type: FWS positions are capped at 20 hours per week, while non-FWS regular positions are capped at 29 hours per week.
6. Once you have selected your final candidate, provide the student with a verbal offer contingent on a successful background check.
7. After the verbal offer is accepted, the Department should submit the Background Check Request Form for all new hire student employees. If the student is currently employed by another department, or has been in the past year, a background check may not be necessary. Confirm with Human Resources.
8. After HR notifies you of a satisfactory background check, fill out and present the written Student Employment Offer Letter to the student for signatures.
9. If a student has not worked at UAH previously, or if it has been more than a year, the following actions must be completed by Human Resources prior to their first day of work:
   1. Must have a satisfactory background screening (prior to written offer).
   2. Form I-9 must be completed or reverified.
      1. HR will email new student employees to fill out Section 1 of the electronic Form I-9 using Risk Mitigation.
      2. Prior to or on their first day of employment, ALL newly hired employees are required to report to Human Resources to submit original, unexpired documents that verify their proof of identity and U.S. work eligibility. Photocopies of documents are NOT acceptable.
   3. Payroll forms must be submitted to Payroll Services. Returning student employees who have worked previously may submit updated tax forms if an update is needed.

   *New Hire Forms may be downloaded and returned to Human Resources (Shelbie King Hall Room 102).

10. Submit required documentation (application, job description and offer letter) to Human Resources by uploading to your department's designated Google Drive folder. All documents must be correctly signed and dated.
11. Submit an ePAF once the I-9 has been completed. (You may contact hr@uah.edu to determine the I-9 date if necessary). Visit the HR ePAF page for deadlines and other helpful information. Questions related to ePAFs may be directed to epafdocuments@uah.edu.
12. Submit a TCP request form to Payroll to have the student added to TimeClock Plus. TimeClock Plus is used by students to clock in and out. Direct Deposit FAQs

General Student Employment Guidelines

• Incoming students are eligible for on-campus employment beginning the first day of classes. Mandatory training may occur up to five days prior to the start of the semester. (Training is not available for FWS-funded positions.)
• Graduating students may not work past their graduating semester.
• Students may work over the summer term if they either:
  • Are enrolled in at least 3 credit hours during the Summer term, OR
  • Were enrolled in the prior Spring and are enrolled for the upcoming Fall.
• Students may hold up to three on-campus positions simultaneously but may not exceed 20 hours per week for international or Federal Work-Study positions, and 29 hours per week for regular positions.  Students may work full-time during breaks; however, international students MUST follow limitations of their VISA.
• Students may not hold both staff and student positions at the same time, including on-call positions.
• To prevent hour overages, students in multiple roles must coordinate their schedules with their supervisors. Total hours are reviewed per pay period and repeat offenders may lose their FWS/Student Employment privilege.
• International students are not permitted to work more than 20 hours per week. This policy is driven by the restrictions of their visa by immigration; it is not specific to UAH. Please contact The Office of International Services (SSB 218, x6055) for more information.
• Students cannot work during their scheduled class times.
• Minimum enrollment and GPA requirements must be maintained throughout employment.